Program Administrative Assistant

We all face challenges and transitions in our lives, and when we do, we must be able to count on the strength of community for support. For the people of Los Angeles, Jewish Family Service LA (JFSLA) is that trusted source of support. We are a comprehensive network of services that welcomes individuals and families of all ages and identities to our full spectrum of care. Our highly trained staff and volunteers work closely with individuals and their loved ones to problem-solve and guide them on their paths to safety, security, wellness, and fulfillment. 

JFSLA staff share in our mission and work towards our goals with the highest level of responsibility, professionalism, and integrity. JFS demonstrates our commitment to our staff by offering a comprehensive benefits package and a nurturing environment.

JFSLA is committed to cultivating and preserving a culture of inclusion and connectedness.  In recruiting for our team, we seek the unique contributions that individuals can bring from all backgrounds. We strive for a diverse team in order to better serve our clients and ensure our excellence as an organization in identifying, designing and delivering solutions.

Be part of our commitment and join our family. For more information on our philosophy and services, please tour our website www.jfsla.org 

The Administrative Assistant for Holocaust Survivor Services is responsible for coordinating funding cycle operations, for the Agency’s Holocaust Survivor grants with preparing client files, organizing care plans and triaging client calls.  They will be responsible for entering and tracking statistical data for reporting purposes to our funding sources, monitoring the database and preparing reports for the Holocaust Survivor Program.  This person will be working with Board Members, Social Workers and the JFS Fiscal department.QUALIFICATIONS:

• Bachelor’s degree in a Human Service field preferred, not required
• Non-profit experience a plus
• Must be a team player with a positive attitude.
• Proficiency in computer usage, email, MS Office Suite as well as the ability to learn new computer applications.
• Accurate data entry skills required
• Ability to understand and navigate grant agency and funder requirements
• Ability to work well with high level government agency and foundation representatives
• Project management experience strongly desired
• Ability to combine understanding big picture organizational needs with strong attention to detail
• Demonstrated initiative and ability to work independently
• Exceptional time management and organizational skills
• Ability to understand invoices, budget reports, evaluate data and prepare grant reports
• Ability to navigate and use Excel and data base programs
• Effective problem solving, oral and written communication skills
• Able to collaborate with team members including social workers and advisory board members
• Customer-service oriented; good judgment; professional demeanor; able to represent JFS/Survivors of the Holocaust Program professionally and accurately
• Culturally sensitive and able to work with a multicultural client/customer population
• Ability to work in a non-judgmental manner and foster positive growth/outcomes; able to work as part of a team and maintain professional boundaries
• Must pass a criminal background check and Live Scan fingerprinting prior to beginning employment

   RESPONSIBILITIES/ESSENTIAL FUNCTIONS: 

• Oversee processing of applications for funding of individual client services.  This includes insuring that care managers’ applications on behalf of clients are completed for review per guidelines, convening advisory board meetings to review applications and allocate funds, and informing care managers of the board’s funding decisions
• Educate care management staff on grant/funder application requirements to expedite processing and on recordkeeping requirements to ensure timely and accurate payment for services, and timely reimbursement from the grants/funders
• Maintain all documentation including applications for services, award determinations, case management hours, care plans, client services provided, vendors and charges.
• Collaborate with social workers and finance as needed
• Track individual client and overall Holocaust program expenditure data per funding guidelines for Claims Conference quarterly and other required reports; prepare reports accurately and timely to insure reimbursement to JFS and continued funding
• Oversee acquisition of monthly taxi vouchers and grocery store cards for clients; distribution and recordkeeping
• Primary contact with volunteer advisory boards and Café Europa Advisory Committee; convene and coordinate meetings, prepare materials, develop and maintain professional, positive working relationship    
• Informational liaison within JFS, to the community and board members, vendors, grant monitors and others; provide high-quality professional customer service to a range of stakeholders
• Review and audit program area for accuracy and compliance with program requirements assuring the integrity of program
• Assure compliance with District, State and Federal policies and procedures, applicable laws and regulations and generally accepted technical principles
• Other related duties as assigned.

Jewish Family Service is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability, or status as a veteran.

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